Exhibitions Specialist

Portland Museum of Art

Under the general supervision of the Exhibitions Manager, the Exhibitions Specialist provides general administrative support to the Exhibitions team, as assigned. The Exhibitions Specialist contributes to the operation of the department in facilitating the coordination of exhibition related publications and other exhibition related priorities of the Portland Museum of Art (PMA).

ESSENTIAL JOB FUNCTIONS:

• Serve as point of contact for curatorial publications, including implementing production timelines, managing rights and reproduction for images, coordinating with the project curator and related vendors as needed, and maintaining budgets.
• Serve as contact and on-site escort for exhibition-related external contractors, coordinating with exhibitions manager, prep staff, registrar, security, and facilities.
• Work closely with museum administrative staff to maintain exhibition related expenses accurately and clearly within PMA’s financial systems.
• Coordinate with PMA registrars and external rights holders to obtain all necessary rights and reproductions for images associated with exhibitions. Collaborates and communicates across departments to make sure rights are secured on the appropriate timeline for the museum’s varied needs.
• Work closely with Communications and Design to ensure clear, consistent and appropriate visual and written messaging for all exhibitions, and exhibition-related publications including their representation on the web and on social media.
• Work closely with Exhibitions Manager to track exhibition timelines, schedule project meetings, and assist in setting agendas and taking minutes.
• Coordinate sharing of current exhibition information to appropriate staff. Organize and maintain electronic information and planning and tracking documents for present and future exhibitions, including loan requests, venue solicitations, checklists, layouts, and didactic production. Assemble and disperse loan request packets under the direction of the registrar. Archive past exhibition records, including installation photography.
• Supports programmatic initiatives related to PMA’s multifaceted inclusivity and diversity action plan, which is designed to promote inclusiveness, prevent discrimination, and create an organization that challenges and changes practices that present barriers.
• Completes special projects and other related duties as required, directed, or as the situation dictates.
• Complies with all PMA safety rules and procedures.